A Comprehensive Guide To Receiving Report: What Is It & Why Your Business Needs It

A Comprehensive Guide To Receiving Report What Is It & Why Your Business Needs It

A receiving report is an important part of any business. They help keep track of the inventory coming in and going out. At the same time, it also ensures that accurate information is captured. A streamlined submission of receiving reports helps to keep your business running smoothly. But what exactly is a receiving report?

This guide will cover what receiving reports are and why your business needs them. We’ll also provide tips on consistently capturing accurate information and streamlining the submission process. Let’s get started!


What is a Receiving Report?

A receiving report is a document companies use to record goods and materials received from suppliers during deliveries. Most of the time, receiving reports prepared by shipping or receiving departments are shared with the purchasing department to ensure that the right number and quality of products are received.

The details in a receiving report help businesses settle payments for goods and other items and keep track of their inventory.


Importance of a Receiving Report

Receiving reports are important because they:

  • Make sure businesses are updated about their inventory
  • Ensure that information is accurate and up-to-date
  • Help businesses keep track of their spending
  • Allow businesses to make timely payments for goods and other items
  • Help to streamline the submission and receiving processes

Receiving reports will allow your business to run smoothly and efficiently. Now that you understand what receiving reports are and why they are important, let’s look at the exact format of a receiving report.


Receiving Report Format

Receiving reports may vary depending on the company, but most contain similar information. Here is a list of common elements found in receiving reports:

  • Company name and logo
  • Report number
  • Report date
  • Name of supplier or vendor
  • Address of supplier or vendor
  • List of products or materials received
  • Item information
  • Quantity of each product or material received
  • Unit price of each product or material received
  • Total cost of all products or materials received
  • Signature of receiving department personnel
  • Comments or notes section


How to Use a Receiving Report Template?

When receiving items, it’s important to be keen on the details and the overall condition of the goods obtained. Utilizing receiving report templates not only speeds up the entire process but also makes sharing them easier. In addition, supply receivers can keep their inventory healthy and monitor their spending effectively by receiving report templates.

With that said, here are some steps to follow for an efficient receiving report:


Specify the Item Details

Make sure all the essential information including item number, quantity, description, and unit price are included in the document. These details will serve as the backbone of your receiving report and will be relevant for reviews when necessary.


Conduct a Thorough Item Inspection

Check each item received from the supplier against what was specified in the purchase order. If an item is damaged, write it down on the receiving report along with a description of the damage. In addition, take photos of the damaged goods to include with the report.


Assess If Goods Are Acceptable

After the inspection, make assessments and determine if the goods are acceptable. If there are any discrepancies in the quantity or quality of the product, decide whether or not they should be returned to the supplier. Once you’ve made a decision, sign the receiving report to indicate your approval or rejection of the shipment.


Attach Any Media Evidence

Ensure your receiving report is strong and complete, including any additional evidence, such as photos or videos. This will add more weight to your argument in case of any disputes. At the same time, receiving reports with photos is more visually appealing and easier to understand.


Complete and Submit the Report

After you’ve collected all the necessary information, it’s time to complete the receiving report template. Ensure all the information is accurate and up-to-date before submitting it to the relevant departments. If necessary, you can generate a report and share it with your team or other relevant stakeholders whenever they request it.


Receiving Report Template Sample

To give you a better idea of what a receiving report looks like, here’s an example:


XYZ Corporation

Receiving Report

Report Number: XYZ-0001

Date: August 01, 2022

Supplier: ABC Corporation

Address: 1234 Main Street, Los Angeles, CA 90001

Products Received: Widget A, Widget B, Widget C

Item Information: 

  • Widget A (SKU #123): Quantity received – 100; Unit price – $0.50; Total cost – $50.00 
  • Widget B (SKU #456): Quantity received – 200; Unit price – $0.75; Total cost – $150.00 
  • Widget C (SKU #789): Quantity received – 300; Unit price – $0.25; Total cost – $75.00

Total Cost of All Products Received: $275.00

Signature of Receiving Department Personnel: 


Comments or Notes: _______________________________________________________________________



Create Receiving Reports Using DATAMYTE

The best way to use receiving reports is to streamline it with the help of technology. DATAMYTE and its Digital Clipboard software are capable of helping you create comprehensive receiving reports that have all the necessary information. At the same time, it can easily share receiving reports with other relevant stakeholders.

The DataMyte Digital Clipboard software is a versatile workflow automation software that features an easy-to-use drag-and-drop form builder. With this tool, you’ll be able to quickly create receiving reports that are compliant with your company’s standards. In addition, the software is also equipped with features that allow you to attach multimedia evidence, such as photos and videos, easily.

What’s more, the DataMyte Digital Clipboard software is also equipped with a barcode scanner. This feature allows you to quickly and easily scan products as they’re being received. As a result, you’ll be able to capture information without errors accurately.

To learn more about how the DataMyte Digital Clipboard software can help you create receiving reports, book a demo with us now!



As you can see, receiving reports provides a great deal of information that can be used to improve your inventory management system. In addition, you can save time and effort by utilizing report templates while still receiving the benefits of an accurate and complete report. So don’t wait any longer, start using receiving report templates in your business today!



Related Articles: